Frequently Asked Questions for Planners Participating in the Hosted Buyer Program
Q: Do I need to be an MPI member to be able to apply for the Hosted Buyer Program?
A: No, you are not required to be a member of MPI to apply for the Hosted Buyer Program.
Q: What are the criteria for a planner to be selected for the program?
A: The selection criteria is based on purchasing authority, potential for future business, geographical representation,
annual budget and the need for a mixture of organizations.
Q: What benefits do I receive for participating in the Hosted Buyer Program?
A: We have 3 different levels of participation for planners to choose from:
Planner level 1: Must complete a minimum of 9 appointments and will receive a complimentary conference badge.
Planer level 2: Must complete a minimum of 14 appointments and will receive a complimentary conference badge and up
to $400 airfare credit.
Planner level 3: Must complete a minimum of 17 appointments and will receive a complimentary conference badge, up to
$400 airfare credit and 4 night hotel stay.
NOTE: Please note there will be limited number of planners taken at each level.
Q: Why would I be declined if am a qualified planner?
A: Not only are applications reviewed based on purchasing authority, potential for future business, geographical
representation, annual budget and the need for a mixture of organizations but also on supplier demand. When you are
approved to be a supplier we have a strict requirement regarding your participation in the program and if we do not feel
we have the right suppliers to meet with you then we do not want to put you in the program to fail.
Q: Can I see a list of the suppliers participating in the program?
A: Yes, a current list of participating suppliers is always available on the WEC 2012 Website. Click here to see the list
now. Note: The Website will be updated once a week.
Q: Why am I required to give MPI a $300.00 deposit once I am accepted into the Hosted Buyer Program? Will the
deposit be refunded?
A: We ask for a $300.00 deposit to confirm your commitment to the Hosted Buyer Program. This deposit is 100%
refundable upon successful completion of the program. Your $300.00 deposit will be refunded within 30 days after the
end of WEC.
Q: Can I still participate in the program if I do not reply back to you with my confirmation?
A: No, we must have your reply with acknowledgment of the Hosted Buyer Program Terms and Conditions no later than
June 22, 2012. You will not be able to set appointments and your participation in the Hosted Buyer Program will be
cancelled.
Q: How do I convince my boss to let me participate in the Hosted Buyer Program?
A: Convincing your boss to let you participate in MPI’s Hosted Buyer Program will be easy. Tell them you will meet with up
to 17 suppliers who you have requested to meet and are ready to get business done. The pre-conference software allows
you to choose suppliers that meet your specific needs and communicate with them in detail ahead of time which saves
you time at WEC. Combine this with the complimentary registration, four night hotel accommodation, $400.00 airfare
credit and the quality and variety of available MPI education means strong ROI.
Q: Once I have been accepted into the Hosted Buyer Program, how do I book my hotel and register for WEC?
A: Once accepted into the program, you will receive a Next Steps email based on your level of participation that will
provide you with instructions on a combination of the following: how to register, a housing link to book your hotel and
instructions on booking your airfare.
Q: Why is there a different application for Corporate/Association planners and third party planners?
A: There are two different applications because third party planners need to showcase their business and clientele
differently. Therefore we have created a different application that will facilitate their needs.
Q: When and where will the hosted buyer appointments take place?
A: The appointments will take place in the designated hosted buyer area on the first floor in Hall A at America’s Center on
Saturday and Sunday. Your final schedule will reflect the location of the scheduled supplier’s appointments.
Q: What are the hours for the hosted buyer appointments?
A:
Saturday, July 28 – 1:30 PM - 5:25 PM
Sunday, July 29 – 8:00 AM – 9:35 AM and 3:30 PM – 5:05 PM
Saturday, July 28
Sunday, July 29
12 pm - 1:15pm
1:30 - 1:45pm
Sponsor Planner lunch
Appointment
8:00 - 8:15am
8:15 - 8:20am
Appointment
Break
1:45 - 1:50pm
1:50 - 2:05pm
Break
Appointment
8:20 - 8:35am
8:35 - 8:40am
Appointment
Break
2:05 - 2:10pm
2:10 - 2:25pm
Break
Appointment
8:40 - 8:55am
8:55 - 9:00am
Appointment
Break
2:25 - 2:30pm
2:30 - 2:45pm
Break
Appointment
9:00 - 9:15am
9:15 - 9:20am
Appointment
Break
2:45 - 2:50pm
2:50 - 3:05pm
Break
Appointment
9:20 - 9:35am
9:35 - 9:45am
Appointment
Break
3:05 -3:10pm
3:10 - 3:25pm
Break
Appointment
9:45am
12pm
OGS
Lunch
3:25 - 3:30pm
3:30 - 3:45pm
Break
Appointment
3:30 - 3:45pm
3:45 - 3:50pm
Appointment
Break
3:45 - 3:50pm
3:50 - 4:05pm
Break
Appointment
3:50 - 4:05pm
4:05 - 4:10pm
Appointment
Break
4:05 - 4:10pm
4:10 - 4:25pm
Break
Appointment
4:10 - 4:25pm
4:25 - 4:30pm
Appointment
Break
4:25 - 4:30pm
4:30 - 4:45pm
Break
Appointment
4:30 - 4:45pm
4:45 - 4:50pm
Appointment
Break
4:45 - 4:50pm
4:50 - 5:05pm
Break
Appointment
4:50 - 5:05pm
Appointment
5:05 - 5:10pm
5:10 - 5:25pm
Break
Appointment
5:30 - 7:15pm
Planner Reception
Q: Do the hosted buyer appointments take place at the same time as education sessions?
A: No, once you have completed your hosted buyer appointments you will have three days of premiere industry education
that will provide you with transferable knowledge that you will be able to implement immediately to your business.
Q: How will I be notified once the online appointment scheduler is live?
A: You will receive an email about one (1) month prior to the start of WEC 2012. This email will let you know the
appointment scheduler is ready for you to make appointments with participating suppliers and will include instructions on
how to do so.
Q: There are some suppliers that leave early or arrive late so they don’t have all their appointments slots
available – are they allowed to do this?
A: Unfortunately, although MPI has published the program hours for many months, we know life and work does get in the
way. They have paid the fee to be a supplier attendee, and thus are allowed to make decisions that may affect their ROI
at WEC. We feel that most suppliers want to make the most of the event, and will make appointments.
Q: Will appointments outside of the Hosted Buyer be counted towards my 9, 14 or 17 that are required as a
planner?
A: No, only appointments that are scheduled through the MPI scheduler and during Hosted Buyer Program hours will
count toward your appointments. If by the time of conference you have not been able to schedule all of your
appointments, send an email to the Hosted Buyer Team (wecevents@mpiweb.org) and we will assist in helping you find
additional appointments. As we add suppliers that have openings, we will see if they are a good business match for you
and we will ask you to fill those times.
Q: If I have a supplier no show, what should I do?
A: If a supplier is a no-show during a scheduled time, we ask that you report the no-show to MPI staff and wait in the
designated lounge across from the hosted buyer meeting area where you will remain for the duration of your 10 minute
appointment time frame. If during that time frame another supplier has a no-show, MPI reserves the right to fill their
appointment with another planner at which time you may be asked to meet with that supplier to fulfill your required
appointments.
Q: What if I don’t make it to one of my scheduled appointments?
A: If you don’t make it to one or all of your scheduled appointments, you will be disqualified from the Hosted Buyer
Program. Your credit card will be charged a full conference registration fee ($650 for members), the equivalent of four
night’s hotel stay ($1000), you will not be reimbursed your $400 airfare credit and you will forfeit your $300 deposit.
Note: MPI will not be penalizing any planner that is fully engaged in the program and actively trying to find suppliers if they
cannot schedule their appointments.
Q: What if I have to cancel my participation in the Hosted Buyer Program?
A: When you are accepted into the program, you are advised that if you need to cancel participation in the Hosted Buyer
Program after the acceptance date, and prior to May 25, 2012 the cancellation must be received in writing and you will be
refunded 50% of the deposit. After May 25, 2012, the full deposit is non-refundable.
Q: Can I change my Future Programs that I listed on my application if I have other business opportunities that
come up?
A: We encourage you to list your most relevant business so that the right Suppliers are finding you. When you filled out
your application, you included 2 future programs that you have business for at WEC. We want you to be as successful as
possible in the program so we want you to bring with you the most relevant business you are planning. If you have new
programs that you have been assigned and would like these in your profile, you can log on to your profile and update
them. The Supplier is looking at your future business when requesting a meeting so this assures you the best use of your
time.